Conference CheckList

In order to guarantee your desired outcomes and objectives are achieved, it is important to ensure that all of your event details are well prepared. Our team has compiled this event checklist to assist you with your arrangements.

Prior to making your tentative booking at Hemisphere, there are some important factors to consider, including;

Preferred date/s
Budget
Approximate number of delegates
Purpose & desired outcomes for your event

Once these factors have been established and your tentative booking has been made, the following details are required in order to prepare an accurate quotation for your event;

Agenda
Room set up & breakout requirements
Audio visual requirements
Exhibitor requirements
Catering requirements, including day and evening catering
Accommodation requirements, including check in & check out dates [if available]

Desired time-line following receipt of suitable quotation;

2 weeks after quotation receipt; Return signed Confirmation Agreement & deposit payment in order to confirm your event

30 days prior to event; Provide preliminary rooming list & accommodation charge checklist for accommodated guests

2 weeks prior to event; Finalise specific detail for your event, your Account Executive will require the following information from you;

Name of representative/authorised signatories for the day
Room set ups and audio visual requirements
Specific floor plans [as required]
Exhibitor details & requirements, including set up and pack down times
Estimated delegate numbers
Agenda, including catering timings
Signage requirements
Catering selections, including specific dietary requirements
Confirmed accommodation rooming list
Title of event
Notification of deliveries
Consider a welcome to country

2 business days prior to your event; Confirm final delegate numbers

During your event;

Meet with a member of our events team in the morning to run through any unexpected alterations to your event
Focus on your objectives for the day
Relax and allow our front of house team to focus on the operational aspects of your event

Following your event;

Collate delegate feedback, and provide event feedback to Hemisphere
Retain feedback and notes, to be utilised when planning next event
Check final invoice details are in order
Pay accounts for services and suppliers